Office Coordinator

Eva Interiors; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading interior design firm in Dubai seeks an Office Coordinator to anchor operations and ensure efficiency. Responsibilities include governance, facilities management, and vendor oversight. The ideal candidate has a Bachelor’s Degree and 3-5 years of experience in office management, preferably within the interior design or construction industry. Strong proficiency in MS Office and ERP systems is essential. Join a professional environment focused on excellence and service delivery.

Qualifications

• 3-5 years of experience in office or administrative management within the UAE.
• Prior experience in the interior design, construction, or fit-out industry is highly preferred.
• Proven experience in vendor management and facility coordination.

Responsibilities

• Implement office governance frameworks ensuring consistent standards across locations.
• Oversee full facilities management, including lease renewals and space optimization.
• Develop and manage the office operations budget in coordination with Finance.

Skills

Professionalism & Integrity

Planning & Organization

Team Collaboration

Attention to Detail

Service Orientation

Education

Bachelor’s Degree in Business Administration or related field

Tools

MS Office (Excel, Outlook, Word, PowerPoint)

ERP systems (Epicor or similar)

Job description

The Office Coordinator serves as the operational anchor of EVA Interiors, responsible for ensuring that the company’s offices function with precision, structure, and alignment to EVA’s high standards of excellence.

This role goes beyond administration — it is accountable for governance, operational efficiency, process improvement, and internal service delivery.

The Office Coordinator ensures that EVA’s infrastructure, resources, and workflows fully support the productivity of its creative, design, and project management teams.

Expected Outcome:

An integrated, well-governed office environment where every operational element — people, processes, vendors, and compliance — works in synchronization to reflect EVA’s professionalism, efficiency, and brand sophistication

A. Operational Governance & Office Excellence

• Design and implement office governance frameworks, ensuring consistent standards across Fujairah and Dubai offices.
• Develop and maintain administrative SOPs covering documentation, approvals, travel, and facility operations.
• Lead the execution of office improvement initiatives to enhance functionality, employee experience, and visual representation in line with EVA’s design philosophy.
• Act as the operational liaison between departments, ensuring smooth internal coordination and issue escalation.
• Implement structured reporting on office performance metrics, expenses, and compliance status to senior management.

B. Facilities, Assets & Vendor Governance

• Oversee full facilities management, including lease renewals, space optimization, and contractor performance.
• Establish vendor governance standards (SLAs, performance reviews, and renewal tracking).
• Partner with the Design Delivery and Projects teams to ensure any space modifications, fit‑outs, or relocations meet operational timelines and brand aesthetics.
• Manage asset inventory (furniture, IT, equipment), ensuring lifecycle tracking and cost accountability.

C. Financial & Resource Control

• Develop and manage the office operations budget in coordination with Finance.
• Control administrative spending, ensuring transparent reporting and measurable cost savings.
• Oversee procurement requests and vendor payments in line with EVA’s approval matrix.
• Generate quarterly reports on cost utilization, savings opportunities, and efficiency outcomes.

Key Internal & External Relationships

• Internal: CEO, Head of HR, Head of Design, CFO, Project Managers, IT, and Procurement.
• External: Landlords, facility management, government entities, service providers, and corporate vendors.

Qualifications, Skills & Experience

Education:

• Bachelor’s Degree in Business Administration, Management, or related field.

Experience:

• Minimum 3-5 years of experience in office or administrative management within the UAE.
• Prior experience in the interior design, construction, or fit‑out industry is highly preferred.
• Proven experience in vendor management, facility coordination, and administrative supervision.

Technical Skills:

• Proficiency in MS Office (Excel, Outlook, Word, PowerPoint).
• Knowledge of ERP systems (Epicor or similar) is an advantage.
• Strong organizational, reporting, and multitasking skills.

5.Behavioral Competencies:

• Professionalism & Integrity
• Ownership & Accountability
• Planning & Organization
• Team Collaboration
• Attention to Detail
• Service Orientation

6. Personal Attributes

• Calm, composed, and resourceful with a strong sense of ownership.
• Service‑driven mindset with attention to detail.
• Reliable, discreet, and professional in handling internal and external communication.
• Reflects EVA’s culture of excellence, design sophistication, and operational discipline.